What program do you use to keep track of your clients?

Ok, so I've been doing this about 9 months now, and last summer my gigs were hit and miss, so I didn't do much book keeping. I basically record all the info for my gigs on the calendar on my phone, which has worked great because it reminds me and I have constant access to my schedule. But now that the weather has changed I am getting SWAMPED! I'm beginning to realize I need to start using a good method to record my clients info, gig info, payments pending and received, etc. I would love to hear your methods. I am assuming I'll end up making an excel sheet, but I have no idea where to start... I would love to be able to create contact info for people so I can then use that later on for emails and marketing and such. But I also want to record the individual gig info and $ stuff. There has got to be a good way to do this... I just don't know what it is! It's getting very overwhelming! So if anyone has any advice I'd love to hear it! Thanks!

I use Filemaker Pro.

- Lilly Walters, 909-398-1228
Face and Body Painting http://www.funfacepainting.com
Books and Face Painting Classes http://www.funfacepainting.com/book.html

I was using just a paper form with all the info I needed on it, but I recently got an ipad and started using Tap Forms ... it creates a file that I can then export to my computer as a spreadsheet. I've also forced myself to start using iCal since it syncs automatically between my ipad and my imac. Turning all techy now

Daytimer... paper and pen. I'm old school.

Lol Shannon... I gave up on my paper calendar when it was taking up too much room in my purse. I put all the info on my calendar on my phone so that it sends me automatic reminders about the gig... I have an alarm go off 2 hours before, and then either 1 hour or 30 minutes before, depending on how long it takes me to drive there. I haven't been late to a gig yet!

Has anyone used Open Office... sounds like it's similar to Microsoft office suite, but free. I actually have the microsoft office programs, so I don't think it would help me any more than those do, but it sounds like a good alternative for someone who doesn't want to shell out the cash for Microsoft.

I'm thinking I need to take a class in small business book keeping. As much as the thought makes me want to jump off a bridge (ugh... MATH!), I'm thinking it would be a good idea in the long run. Maybe I can find someone to teach me 1 on 1 so they can tailor a class to what I need instead of me having to try to understand invoicing and payroll stuff!

I have MS Office (full pro package) and also use Quicken for my bookkeeping... I just like using my Daytimer. I've used one for almost 30 years and it suits me.

I have used Open Office. It is great if you need MS Office type programs and don't have the money. It does open MS documents too. The only problem is that it is different enough to use that it does have a bit of a learning curve.

I've been using open office for years... I love it. The user interface isn't as polished as the paid one, but it does what it needs to do and I'm not feeding the billionaires.

I too love Open Office. I used Shannon's spreadsheet for Cost per Face (available on her resources page) as a starting point, then made a couple more worksheets to track earnings and expenses. That's my bookkeeping system, for now. I don't have to worry about payroll, however, since it is only myself and my daughter at this point and it is pretty simplistic. And I found a nice-looking free invoice template for Open Office that I adapted and am using for booked events. There are a lot of free templates available for Open Office.

I just started creating a database using Open Office that I can enter client info, gig info, etc.... but I haven't gotten too far with it yet. Still a work in progress.

I looked at Filemaker Pro, it does look great but kinda pricey for me. I suspect it is one of those dream programs that has all the pre-made templates you could want, but I am a cheapskate and I like to DIY.

I use Google Calendar for scheduling, I talked about it here in this thread:
http://www.facepaintforum.com/t4049-organization-calendar-scheduling
The only thing I would add to that post of mine is that I now have a netbook which I take with me to events. With it, I can access my Google calendar offline, then sync it when I am home. Since my cell phone is really basic, I don't use it for scheduling. However, I think I might start using a paper datebook now too, because I don't carry my netbook with me all the time. Not for detailed info, just to be able to check quickly and to make quick notes in.

I've been using google calendar to keep me organised for a few years. It's great, i can access it from anywhere I have a connection, and i have set it up to send me sms reminders for events. you can even save event particulars in some detail.

i hear google is just about to launch a rival to facebook, so that might be even more interesting. Although I do sometimes worry what google might do with all the power it has. If google ever turns nasty, we're all in trouble *nervous laugh*

I have used Outlook to organise a fairly sizeable client database (when I worked in advertising) and it's strength is in keeping detailed notes, scheduling and contact details for clients, plus it's super easy to sort, file and find clients.

Excel. I'm an excel junkie though. I have a free version of Office (Quick Office) on my phone for tracking on the go.

I also have my google calendar toggled to my phone, and my hub's google calendar so we're all in sync and portable.

I'm still working at figuring out Quickbooks for accounting. I still have an accounting ledger that I use.